2.1.1 70B06C24R00000019 Attachment 2- Statement of Work- PWSS DRAFT.pdf

CBP Office of Trade Professional Workforce Support Services 70B06C24R00000019

- 1 -

Request for Proposals (RFP)

70B06C24R00000019

ATTACHMENT 2

Statement of Work (SOW) for

Professional Consulting Services

Customs and Border Protection (CBP)

April 9, 2024

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Table of Contents

1 BACKGROUND

2 SCOPE

3 TASK AREAS

3.1 WORKFORCE AND SUCCESSION PLANNING

3.2 DATA-DRIVEN STRATEGY FORMULATION AND ANALYTICAL SUPPORT ... 5

3.3 BUSINESS TRANSFORMATION

4 DELIVERABLES

4.1 ACCEPTANCE CRITERIA

5 GOVERNMENT FURNISHED EQUIPMENT AND INFORMATION

6 PLACE OF PERFORMANCE

6.1 TRAVEL

7 PERSONNEL AND WORK HOURS

7.1 WORK HOURS

7.2 OVERTIME

7.3 TRAINING

7.4 KEY PERSONNEL

7.5 STAFFING AND LABOR CATEGORIES

7.6 RESUMES

8 SECURITY

8.1 BACKGROUND INVESTIGATIONS

8.2 EMPLOYEE IDENTIFICATION

8.3 EMPLOYEE CONDUCT

9 TRANSITION PLANNING

9.1 INCOMING TRANSITION PLAN

9.2 OUTGOING TRANSITION PLAN

10 INVOICE REQUIREMENTS

1 BACKGROUND

U.S. Customs and Border Protection (CBP) is the country’s unified border agency, one of the

Department of Homeland Security’s largest and most complex components. CBP has a responsibility for securing the border and facilitating lawful international trade and travel while enforcing the immigration, customs, agriculture, and other laws of the United States at the borders.

On a typical day, CBP:

▪ Screens more than 1 million international travelers;

▪ Processes more than 74,000 truck, rail and sea containers;

▪ Apprehends more than 1,000 individuals for suspected crimes;

▪ Prevents more than 404 dangerous pests from entering the United States; and,

▪ Seizes nearly 5 tons of illicit drugs.

The Office of Trade (OT) consolidates the trade policy, program development, and compliance measurement functions of CBP into one office. OT provides uniformity and clarity for the development of CBP’s national strategy to facilitate legitimate trade and manages the design and implementation of results-driven strategic initiatives for trade compliance and enforcement. OT also directs national enforcement responses through effective targeting of goods crossing the border as well as strict, swift punitive actions against companies participating in predatory trade practices.

Through coordination with international partners and other U.S. government agencies, OT directs the enforcement of intellectual property rights, the identification of risks to detect and prevent the importation of contaminated agricultural or food products, and the enforcement of free trade agreement eligibility.

By promoting trade facilitation through partnership programs, OT intends to streamline the flow of legitimate shipments and foster corporate self-governance as a means of achieving greater compliance with trade laws and regulations. OT implements a risk-based audit program to respond to allegations of commercial fraud and to conduct corporate reviews of internal controls to ensure importers comply with trade laws and regulations.

Finally, OT provides the legal tools to promote facilitation and compliance with customs, trade, and border security requirements through the issuance of all CBP regulations, legally binding rulings and decisions, informed compliance publications, and structured programs for external

CBP training and outreach concerning international trade laws.

2 SCOPE

This Statement of Work (SOW) describes the general Professional Consulting requirements for

CBP under an Indefinite Delivery/Indefinite Quantity (IDIQ) contract. The Contractor shall provide all support services under subsequent task orders in accordance with this SOW. The

Government will further define specific tasks and deliverables for each task order, which will conform to the general requirements contained herein. The Contractor shall provide direct supervision of its personnel and its contractors. All contractor activities will be overseen by designated CBP managers and/or business owners, the designated Contracting Officer’s

Representative (COR), and the Contracting Officer. This IDIQ contract will be available to support all of CBP.

3 TASK AREAS

CBP is requesting strategic level assistance, consultation, recommendations, and support in the following areas:

3.1 WORKFORCE AND SUCCESSION PLANNING

The Contractor shall assist in developing strategic workforce plans and identifying and addressing the gaps between the workforce of today and the workforce of tomorrow. The

Contractor shall provide the personnel, knowledge and technical expertise in subject matters related to strategic workforce planning, business transformation, data analytics, workforce optimization, program evaluation, operations research, and other human capital management concepts inherent in this task area. The Contractor shall synthesize highly complex technical, financial, and social issues bearing upon CBP and Government workforce policy planning and develop written products on a variety of related topics.

Examples of work areas that the Contractor shall be prepared to support, but not limited to, include the following:

a. Conduct primary research regarding the workforce on the “as-is” or current state of the workforce via interviews, requirements gathering, development of whitepapers, internal and external stakeholder engagement, surveys, observations from meetings and workshops with project sponsors and other stakeholders, and analysis of primary data sources.

b. Conduct secondary research regarding the workforce through analysis of existing internal reports, staffing models, plans, and other similar source documents, and review external secondary sources, such journals, trade publications, books, and others for authoritative or otherwise influential information.

c. Conduct workforce gap analysis, to include developing as-is and intended future workforce competency and structural requirements assessments, with corresponding identifications of uncertainties and risks, and developing action plans that identify strategies to close gaps, along with implementation milestones and timeline plan and metrics to assess progress and success. These strategies could include, but not limited to, areas in an employee lifecycle such as recruiting, training/retaining, restructuring organization, succession planning, technological enhancements, and attrition.

d. Identify and recommend alignment of workforce requirements with strategic plans and annual operating plans.

e. Compile workforce profiles of the knowledge, skills, abilities, and other talents needed by job series to fill vacant positions.

f. Develop succession planning strategies and establish a framework to prepare the workforce for inevitable changes in the workforce dynamic including identifying key positions within the organization and creating a talent pipelines. Create action plans and developmental plans by job series for potential successors which shall identify meaningful opportunities for growth.

g. Produce dynamic workforce data visualizations and models, such as succession planning trackers or dashboards to help visualize the positions in need of planning.

h. Communicate findings, recommendations, and plans orally with simple, intuitive visual aids and produce written findings, recommendations, reports, strategic plans, and action plans.

i. Identify and develop strategies for overcoming internal and external barriers to accomplishing strategic workforce goals.

j. Monitor and evaluate progress against milestones, adjusting action plans as directed, and making course correction recommendations to address new identified workforce issues.

k. Develop workforce training, coaching, and mentoring programs.

l. Evaluate the effectiveness of existing plans and processes.

m. Conduct other activities closely related to workforce and succession planning.

3.2 DATA-DRIVEN STRATEGY FORMULATION AND ANALYTICAL SUPPORT

The Contractor shall provide consulting services, data-driven recommendations, and assist with strategy formulation concerning resource planning, programming, budgeting, financial management, and mission execution activities. The Contractor shall provide the personnel, knowledge, and technical expertise in subject matters related to data analysis, data visualization methods, databases structures, modeling, operations research, systems analysis, financial management concepts, and other related skills to assist in developing data-driven strategies and operational products.

a. Develop Resource Allocation Strategies and support implementation of a future state of financial management by applying rigorous analytical models and relevant mission metrics to produce comprehensive scenario analyses swiftly and accurately and effectively package resource justifications for relevant Line of Business (LOB) programs.

b. Create and manage SharePoint sites and financial management dashboards to share relevant financial management information and track financial sub-allotment and obligation levels and maintain regular and frequent visibility over fiscal year forecasts and actual available funding.

c. Extract, manipulate, transform, and analyze data and develop data visualization dashboards and reports in areas such as human resources (e.g., employee recruiting, training/retaining, organization restructuring, succession planning, employee engagement surveys), physical resources (e.g., facilities and assets management), and financial resources (e.g., funding levels, allocations, sub-allotments, obligations, activity-based costs).

d. Develop and maintain economic benefit, financial management, and other operational assessment models to assist decision making in a clear and quantitative manner, including: exploring and recommending model platforms (e.g., Tableau, Microsoft BI, or similar.); providing forecast modeling capabilities that calculate the expected/anticipated return on investments; incorporate scenario-based performance, process, financial, and operational environment change factors within current-year models and forecasting models; maintaining model performance and configurations to ensure continued sustainability.

e. Build and maintain project-specific data visualization dashboards such as data automation of the HR system, financial management system, workspace capacity, program management database system, manpower modeling, and information sharing websites.

f. Develop new or modify existing activity-based costing (ABC) models.

g. Inspect, clean, transform, analyze, and model data with the goal of supporting OT’s evidence-based decision-making through the discovery of patterns and trends, developing answers to questions, and informing conclusions and recommendations.

h. Review existing database architecture and data control policies and offer recommendations for improvement.

i. Facilitate strategy formulation and strategic planning activities among senior leaders.

j. Provide risk and policy assessments and organizational capabilities gap analyses based on primary research regarding operations via interviews, surveys, observations from meetings and workshops and analysis of primary data sources and informed by secondary research of existing hierarchical plans and policies and external secondary sources, such as journals, trade publications, books, and others for authoritative or otherwise influential information.

k. Performing ad hoc data-driven analysis and reporting for decision-making.

l. Conduct other activities closely related to data-driven analytical support.

3.3 BUSINESS TRANSFORMATION

The Contractor shall conduct analysis and provide recommendations to improve existing processes, capabilities, and mission execution and support functions. The Contractor shall provide the personnel, knowledge, and technical expertise in subject matters related to operations research methodologies, Lean Six Sigma principles, and other techniques to achieve measurable improvements in efficiency, effectiveness, and customer/stakeholder satisfaction.

a. Identify opportunities to improve User fee formulation processes and activities to better align with the CBP budget cycle in anticipation of fluctuating revenue and identify opportunities to maximize the use of user fees by incorporating delivery from User Fee, OMB, and DHS experts familiar with User Fee Committees, Industry Trade Associations, and other key agencies like USDA.

b. Design, develop, and implement proven strategies and techniques and practices to attract, hire, develop, and retain talent.

c. Design solutions and recommend capabilities to transform business processes through people, processes, and technologies.

d. Provide strategic communications and technical support to expedite the creation of processes and tools to launch new, expanded, or modified operations and onboard staff.

e. Provide management and program expertise and administrative support for assigned projects, including documenting and monitoring project plans, activities, and milestones, and facilitating working groups, and other project lifecycle activities.

f. Develop educational and training materials for key stakeholders and leadership.

g. Develop a performance management system that differentiates levels of performance of staff, provides regular feedback, and links individual performance to organizational goals.

h. Facilitate knowledge management, outcome measurement, and accountability reporting activities.

i. Participate and provide expertise regarding enterprise-wide risk management and evidence-based decision-making efforts.

4 DELIVERABLES

The Contractor shall provide a comprehensive monthly status report detailing expenditures, financial burn-rate projections, list, and summary of recently completed, on-going, and recently assigned projects, accomplishments, and risks. The Contractor shall provide the report in a

PowerPoint format and present the report to the COR and other government stakeholders each month. All other deliverables and work products will be defined by task order requirements.

4.1 ACCEPTANCE CRITERIA

For general quality measures, as set forth below, the following shall be applied to each deliverable or work product received from the Contractor under this SOW. The quality of the work products will be assessed by the CBP PM.

• Accuracy - Deliverables shall be accurate in presentation, technical content, and adherence to accepted elements of style. All deliverables shall conform to the appropriate DHS Directive or Office of Management and Budget (OMB) circular.

• Clarity - Deliverables shall be clear and concise. Engineering terms shall be used as appropriate. All diagrams shall be clear, concise, and relevant to the supporting narrative.

• Specifications Validity - All deliverables shall be accomplished in accordance with the requirements of the Government as defined in the SOW.

• File Editing - All text and diagrammatic files shall be editable by the Government.

• Timeliness - Deliverables shall be submitted on or before the due date specified. The

PM shall be notified prior to the due date in the event that the due date cannot be met.

• Approval – The Government will have ten (10) business days to review and accept deliverables or request specific adjustments/edits based on the deliverable’s conformance with this SOW. After ten (10) business days from the date of submission, deliverables will be considered accepted if no feedback has been received in writing. After receipt of requested adjustments/edits, the Contractor shall resubmit the deliverable and the Government will have five (5) business days to review and accept or request further edits. After five (5) business days from receipt of this submission, deliverables will be considered accepted if no feedback has been received in writing within fifteen (15) calendar days.

5 GOVERNMENT FURNISHED EQUIPMENT AND INFORMATION

The Government will provide contractor personnel working on site at a CBP facility with work areas equipped with a workstation and access to a laser printer, telephones, and general office supplies or otherwise ensure proper working conditions occur when personnel are working remotely (such as teleworking).

Upon approval by the COR, CBP will furnish a laptop, and desktop equipment as necessary to the Contractor to perform any off-site work as specified in the Task Order. The furnished property will be delivered to the Contractor in an “as is” condition. The Contractor is directly responsible and accountable for all Government property in accordance with the requirements of the Task Order. This includes Government property in the possession or control of a subcontractor. This property shall only be used for authorized work under the Task Order and for no other purposes. The Contractor shall not use this property to store or transmit personal data and information. All CBP Information Technology and access security policies and procedures in accordance with the “Information Systems Security Policies and Procedures handbook (HB 1400-05C)” apply to the use of this property.

The Contractor shall be responsible for the loss of or damage to any Government Property.

6 PLACE OF PERFORMANCE

Work will primarily take place at CBP, National Place, 1331 Pennsylvania Avenue, NW

Washington D.C. Work may also take place at alternative locations as agreed upon by the COR and instructed by the Government. Telework can either be core or episodic and will only be permitted with prior written government approval by the PM and COR.

6.1 TRAVEL

Travel is anticipated as being required to support the some of the efforts contemplated under this SOW. The Contractor shall provide a reasonably detailed estimate associated with anticipated travel at least ten (10) business days before departure. All travel shall be approved at least five (5) business days in writing (e.g., email) by the COR before travel begins. Travel expenses may be reimbursed in an amount not higher than that allowed by the Federal Travel Regulations in effect at the time of travel, and all travel shall be allocable and necessary to the services under this effort. Normal commuting expenses are not allowed.

7 PERSONNEL AND WORK HOURS

The Contractor shall provide qualified personnel to perform all requirements specified in this

SOW. The Contractor shall provide any support necessary for the successful completion of the

SOW requirements, to include support items and supervision for all personnel.

7.1 WORK HOURS

The Contractor shall typically work eight hours a day, 5 days a week, but may be required to work beyond this typical schedule. Contractor personnel shall observe a consistent tour of duty of 40 hours per week, Monday through Friday. Any alterations to the work schedule shall be negotiated with the PM. OT may receive ad-hoc data requests as a result of a world event that impacts trade. In the past, it has been common to receive these requests that require immediate attention, after normal business hours (including weekends). Holidays are generally not impacted but it is a possibility this could occur. In order to better meet the expectations for the unknown work requests, the Government requires flexibility for the Contractor to perform all of the required tasks as needed.

Contractor personnel shall be available for weekend and after-hours work as directed by the PM who will notify the COR of the change in work hours if this is determined by the

Contractor to impact funding and may be called upon for after-hours emergencies.

7.2 OVERTIME

Contractor personnel shall not work more than forty (40) hours a week without prior written (e.g., email) approval of the CBP PM and the COR at least three (3) business days before the start of the overtime. Approved overtime hours shall be invoiced at the normal hourly rate.

7.3 TRAINING

Ensure all personnel with access to the CBP data complete the following training:

Privacy at DHS: Protecting Personal Information before accessing PII and/or SPII training. All Contractor and subcontractor employees that will have access to Personally

Identifiable Information (PII) and/or Sensitive PII (SPII) are required to take Privacy at

DHS: Protecting Personal Information before accessing PII and/or SPII. The privacy training is accessible at http://www.dhs.gov/dhs-security-andtraining-requirements-contractors .

The DHS Rules of Behavior: The DHS Rules of Behavior is a document that informs users of their responsibilities when accessing DHS systems and holds users accountable for actions taken while accessing DHS systems and using DHS Information Technology resources capable of inputting, storing, processing, outputting, and/or transmitting sensitive information. The DHS Rules of Behavior apply to every CBP employee, Contractor and subcontractor that will have access to DHS systems and sensitive information. The DHS Rules of Behavior shall be signed before accessing CBP systems and sensitive information. The DHS Rules of Behavior shall be signed within thirty (30) days of contract award. Any new Contractor employees assigned to the contract shall sign the DHS Rules of Behavior before accessing CBP systems and sensitive information. The

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DHS Rules of Behavior will be reviewed annually by October 31st. The DHS Rules of

Behavior is accessible at http://www.dhs.gov/dhssecurity-and-training-requirements-contractors .

The Information Technology Security Awareness Training. All users of Federal information systems are required by Title 5, Code of Federal Regulations, Part 930.301, Subpart C. The Department of Homeland Security (DHS) requires that Contractor employees take an annual Information Technology Security Awareness Training course.

The Information Technology Security Awareness Training is accessible at http://www.dhs.gov/dhs-security-and-trainingrequirements-contractors .

The Contractor shall maintain signed copies of the DHS Rules of Behavior for all

Contractor and subcontractor employees as well as the completed training certificates as a record of compliance.

The above training along with the signed DHS Rules of Behavior form and completion certificates shall be delivered to the COR within thirty (30) days of contract award or onboarding.

The training shall be completed on an annual basis thereafter not later than October 31st of each year with email notification to the COR as to completion status. The records shall be made available to the COR or PM or CO within 5 business days of written (email) request.

7.4 KEY PERSONNEL

Key personnel are personnel who are integral and indispensable in completing the required work. Key personnel shall be identified in each Task Order and shall be available at contract/project start. Key Personnel shall not be removed, replaced, or added to the

Task Order by the contractor without written approval for the Contracting Officer (CO) and CBP PM. Unless at the request of the Government, no replacements shall be made within the first 90-days after Task Order award. The Government will not approve substitutions for the sole convenience of the contractor. The Government may request a change of Key Personnel at any time if it is deemed in the best interest of the Government.

7.5 STAFFING AND LABOR CATEGORIES

All personnel assigned to task orders shall have experience performing the duties, responsibilities, and functions of their assigned labor category at the minimum required labor category level. Labor categories levels are defined as Junior, Journeyman, Senior, and Subject Matter Expert based on years of experience, education, and as follows:

JUNIOR: A Junior labor category level has up to 3 years of experience and a BA/BS degree. A Junior labor category is responsible for assisting more senior positions and/or performing functional duties under the oversight of more senior positions.

JOURNEYMAN: A Journeyman labor category level has 3 to 10 years of experience and a BA/BS or MA/MS degree. A Journeyman labor category typically performs all functional duties independently.

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SENIOR: A Senior labor category has over 10 years of experience and a MA/MS degree.

A Senior labor category typically works on high-visibility or mission critical aspects of a given program and performs all functional duties independently. A Senior labor category may oversee the efforts of less senior staff and/or be responsible for the efforts of all staff assigned to a specific job.

SUBJECT MATTER EXPERT (SME): A Subject Matter Expert is an individual whose qualifications and/or particular expertise are exceptional and/or highly unique. Subject

Matter Experts do not have specific experience/education qualifications but are typically identified as recognized Industry leaders for a given area of expertise. Subject Matter

Experts typically perform the following kinds of functions: Initiates, supervises, and/or develops requirements from a project’s inception to conclusion for complex to extremely complex programs; Provides strategic advice, technical guidance and expertise to program and project staff; Provides detailed analysis, evaluation and recommendations for improvements, optimization development, and/or maintenance efforts for client-specific or mission critical challenges/issues; Consults with client to define need or problem supervises studies and leads surveys to collect and analyze data to provide advice and recommend solutions.

• Management & Program Analyst will perform one or more of the following activities:

- Conduct organizational studies and evaluations, design systems and procedures, conduct work simplification and measurement studies, and prepare operations and procedures manuals to assist management in operating more efficiently and effectively. Includes program analysts and management consultants.

- Conduct quantitative analyses of information affecting investment programs of public or private institutions.

- Perform activities in the human resource area. Includes employment specialists who conduct job analysis for specific areas such as position classification.

- Examine budget estimates for completeness, accuracy, and conformance with procedures and regulations. Analyze budgeting and accounting reports.

• Operations Research Analyst will perform one or more of the following activities:

- Formulate and apply mathematical modeling and other optimizing methods to develop and interpret information that assists management with decision making, policy formulation, economic benefit/return on investment assessments, or other managerial and planning functions.

- Collect and analyze data and develop decision support software, service, or products.

- Develop and supply optimal time, cost, or logistics networks for program evaluation, review, or implementation.

• Systems Analyst will perform one or more of the following activities:

- Provide analysis and design of business systems for different applications such as:

financial, accounting, human resources, and other enterprise systems. Handle test scripts and service requirements; work closely with end users on project development and implementation. Analysts should have a working knowledge of relational database environments, structured analysis, data modeling, information engineering, mathematical model building, sampling, and cost accounting to plan the system.

Specify the inputs to be accessed by the system, design the processing steps, and format the output to meet the users' needs. Prepare cost-benefit and return-on-investment analyses to help management decide whether implementing the proposed system will be financially feasible.

• Data Analyst will perform one or more of the following activities:

- Develop or apply mathematical or statistical theory and methods to collect, organize, interpret, and summarize numerical data to provide usable information.

- Responsible for the development of analytical solutions and databases. Develops specifications for the most efficient database solutions. Good working knowledge and hands-on experience with key software platform architectures, web servers, application servers, and relational databases. May evaluate new data sources for adherence to the organization's quality standards and ease of integration. Provide consultation on complex projects.

- Assist in exploring, categorizing and reviewing information. Inspect, clean, transform and model data with the goal of discovering useful information, informing conclusions and supporting CBP decision-making; ability to mine, review and validate data in order to develop models and data visualization that focus on predictive purposes and developing pertinent business information for CBP decision-makers. In addition, have the ability to create and manage dashboards. Be able to review database architecture and data control polices and offer recommendations for improvement, and be able to support the existing development of an activity-based costing (ABC) model or development of new ABC models as required.

• Communications Specialist will perform one or more of the following activities:

- Conducts research, planning, design, and development of communications and marketing programs and products that convey information to targeted audiences in the most effective ways, through the most suitable media, to contribute to achieving specific impacts and desired effects.

- Conduct research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, and scheduling meetings.

- Plan, coordinate, or edit content of material for publication. May review proposals and drafts for possible publication. Includes technical editors.

- Originate and prepare written material, such as scripts, stories, advertisements, and other material.

- Assesses communications needs, programs, and products through the effective application of interdisciplinary thinking, integrating principles and practices from the areas of communications theory, business and marketing, public relations, psychology, and organizational theory.

- Contributes to the design and conduct of stakeholder analyses, outreach approaches, and other customer- and market-related research and interaction.

- Proficient in software applications such as the Microsoft Office suite; the Adobe suites of desktop publishing, graphic design, and illustration applications; and other audiovisual design and editing applications.

• Strategic Planner will perform one or more of the following activities:

- Typical tasks include, but are not limited to, analysis of mission, program goals and objectives, program evaluations, analysis of program effectiveness, requirements analysis, organizational performance assessment, special studies and analysis, training, and consulting; requirements analysis, cost/cost performance trade-off analysis, feasibility analysis, program management, technology transfer/insertion, training and consulting.

- Confers with organization officials, or staff members to discuss issues, coordinate activities, or resolve problems related to International Trade, Border Security, or a related functional area.

7.6 RESUMES

Resumes are required for all personnel assigned to this contract and subsequent task orders. Resumes shall be provided to the government’s project manager (PM) and COR for each task order for new employees in any position throughout the duration of any task order. Resumes shall show evidence that the employee meets the minimum requirements and experience level set forth in this SOW. The resume, upon review by the Government, must be approved by the Government’s PM and COR prior to a new member being assigned to a task order.

8 SECURITY

The following applies to all tasks in this SOW: the work shall be UNCLASSIFED.

Contractor personnel will have access to sensitive but unclassified information. Additionally, for some task orders, contractor personnel may have access to law enforcement sensitive information.

The Contractor shall comply with the CBP administrative, physical, and technical security controls to ensure that the Government’s security requirements are met. The Contractor shall not use, disclose, or reproduce data, which bears a restrictive legend, other than as required in the performance under this SOW. The Contractor has the responsibility to maintain knowledge of current security standards through communication with COR or Contracting Officer/Specialist assigned to this contract or its subsequent task orders.

8.1 BACKGROUND INVESTIGATIONS

All contractor personnel and those responsible (“contractor personnel”) to the prime contract shall sign a Non-Disclosure Agreement (NDA) before reviewing information associated with this IDIQ and its task orders.

A CBP Tier 4 provisional (limited) or full background investigation (BI) is required to perform the activities described in this SOW and task orders. No other background investigations or clearances, including DHS or DOD, are acceptable. Contractor personnel shall not begin working on the Task order until the limited (provisional) or full background investigation is completed by CBP. The first stage of the CBP process is a limited or provisional BI process and averages 120 days to obtain. The second stage of the process is obtaining the full BI and averages 90 to 120 days from the date of the limited BI being granted. Not all personnel will receive a limited BI, some BIs will be denied, and others might be required to wait for the full BI to be done. Personnel shall not onboard or be billable until they have a provisional (Limited BI) or full clear (full BI) from CBP. At the time of the RFP, the average time for a candidate to receive a CBP provisional or limited

BI is 130 days from the day the forms are received by the COR. It takes another 120 days to receive a CBP full BI. For a candidate denied a CBP provisional BI, the time for adjudication averages 5 months.

All key personnel listed in the IDIQ or Task order shall have a current CBP BI as of the award date of this IDIQ and its Tasks Orders. The date of the CBP BI was awarded shall be listed on the resumes of the key personnel.

Reciprocity for DHS, DOD, or any other type of federal BI or clearance is not guaranteed by CBP and is rarely granted. The contractor will be made aware that CBP status if reciprocity has been denied to candidates holding BI or clearances from other agencies. If a contractor presents a candidate, who currently holds a DHS, DOD or other type of federal

BI or clearance, CBP Office of Professional Responsibility (OPR) will consider if reciprocity is available. If a contractor presents a candidate who has a past CBP BI, CBP will consider if reciprocity is available. The decision on reciprocity is not guaranteed and is at the sole discretion of CBP OPR. OPR rarely grants reciprocity for any type of BI or clearance including past CBP BI or clearance.

8.2 EMPLOYEE IDENTIFICATION

All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.). At all times, contractor employees shall display the Government issued visitor badge, in plain view above the waist. The Contractor employees visiting

Government facilities shall wear a visitor badge if not assigned to that work area. Visiting

Contractor employees shall wear a Government issued visitor badge and comply with all

Government escort rules and requirements.

8.3 EMPLOYEE CONDUCT

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, ii.18. wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance and that their conduct shall not reflect discredit on the United States or DHS or CBP. The Project Manager shall ensure

Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

9 TRANSITION PLANNING

9.1 INCOMING TRANSITION PLAN

The Contractor shall plan for and support the smooth and effective transition onto the performance of this effort, after which the Contractor shall be held to the performance objectives, and standards, outlined in the SOW 10 business days after the kick-off meeting. The incoming transition shall include the full range of plans and activities required to progress from award to assumption of full performance responsibility as quickly as possible. A draft Incoming Transition Plan will be required for each task order with the task order proposal for each task being transitioned into from the incumbent contractor and a final plan is due 10 business days after the kick-off meeting. At a minimum, the Incoming Transition Plan shall include the following key items:

1. A detailed summary of all transition events and estimated milestone dates for task orders awarded at the time of IDIQ contract award, including:

a. On-boarding plans Key personnel, including identification of positions, personnel, pre-screening, on-boarding activities, milestone dates for submission of

Background Investigation (BI) packages for new employee candidates or transfer requests for incumbent employees.

b. On-boarding plan for Non-key personnel, including identification of positions, personnel, on-boarding activities, milestone dates for submission of Background

Investigation (BI) packages for new employee candidates or transfer requests for incumbent employees.

c. Incumbent employee candidate contact and candidate capture methods

d. Initial Operational Capacity Milestone date: on-boarding for 100% key-personnel to onboard and 50% for non-key personnel

e. Full Operational Capacity Milestone date: on-boarding for 100% key-personnel to onboard and 100% for non-key personnel

2. Government Furnished Equipment (GFE) / Information requirements.

3. Knowledge Transfer – Discuss how knowledge will be transferred from the incumbent.

4. Transition Assurance – Discuss how completion all activities associated with the transition be tracked and managed internally by the contractor

5. Transition Completion bi-weekly report to the PM and COR on progress toward completing the transition.

6. Transition Complete Confirmation – Report to the PM when transition is complete.

9.2 OUTGOING TRANSITION PLAN

The Contractor shall plan for and support an orderly and efficient transition off the project beginning at the direction of the PM and COR. The Outgoing Transition Plan is due no later than 90 days prior to the end of the IDIQ award and the transition period will be 30 days prior to the end of the IDIQ award. The Contractor shall develop and maintain an outgoing transition plan that includes time-phased list of key events, activities, and tasks.

The outgoing transition plan shall be submitted as defined in the award and shall include the full range of plans and activities required to bring the contracted work effort to logical completion or transition. At a minimum, the outgoing transition out plan shall include the following key activities:

Out-processing activities for all contractor employees:

• Security de-briefs as needed;

• Facility badges turn-in;

• Government Furnished Information inventory and return;

• Knowledge Transfer - sharing of information to the new Contractor;

• Applicable debriefing and personnel out-processing procedures; and, DRAFT

• Submit Transition Out bi-weekly reports to the PM on progress toward completing the transition out tasks. Report to the PM when transition out is complete.

10 INVOICE REQUIREMENTS

The following provides general instructions regarding the submission of invoices. Supplemental invoicing requirements may be established at the task order level dependent on the type of task order issued (e.g., Time & Material, Labor Hour, Firm-Fixed Price, etc.).

Monthly invoices shall be submitted for all costs associated with the monthly reporting period.

The monthly reporting period may be a calendar month, or any other period used by the

Contractor as a billing cycle, provided that this billing cycle contains no fewer than 28 and no more than 31 days.

Any credits shall not be invoiced but identified and the net amount shall appear on the invoice.

CBP shall not process any credit memos without prior written approval of the CO or COR.

Invoices shall be submitted within 15 business days of the end of the Contractor’s accounting cycle.

Monthly invoices shall be submitted for all costs associated with the monthly reporting period.

The monthly reporting period may be a calendar month, or any other period used by the

Contractor as a billing cycle, provided that this billing cycle contains no fewer than 28 and no more than 31 days.

Invoices shall separately identify costs for each task order or modification.